Privacy Policy

Jacob Grey understands how important your personal information is to you and we wish to be transparent in this privacy notice on how we use your personal data. 

This Privacy Policy details how Jacob Grey collects, uses, stores and discloses Personal Data and what options you have regarding that information.

Please read this notice so that you are aware of how and why we are using such information.

We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact Olly Davies (DPO/Managing Director) on olly@jacobgrey.co.uk.  

Who Are Jacob Grey?

Jacob Grey Ltd is a recruitment agency and recruitment business which provides employment services to its clients and job seekers. We collect Personal Information that is fundamental to carrying out these services.

How We Collect Your Personal Information  

Jacob Grey may gather your Personal Information in a number of ways. This includes obtaining information directly from you (email/telephone/face to face), when you apply for a vacancy via a job site, when you apply for employment or a specific vacancy through our own website, or from social media sites.

Your details are subsequently stored on our internal, password protected cloud-based database which is the sole point of storage for all candidate data.

The Information We Collect

The Personal Information we collect may include, but is not limited to, your name, contact details (phone number/home address/email address), your CV, photograph, and evidence of rights to work in the UK (e.g. Passports and/or Visa). It can also include more sensitive personal data, for example unspent criminal convictions, court proceedings, financial information, references verifying your qualifications and employment, and links to professional profiles available across the public domain ( e.g. LinkedIn/a corporate website).

On occasion our clients may request additional Personal Information that they deem relevant to a specific vacancy or to their particular organisation. 

Jacob Grey may also collect other further Personal Information including, but not limited to, company information for invoicing purposes, credit checks and billing details.

Purpose of Storing Your Personal Information

Jacob Grey use, store and disclose your Personal Information with the purpose of providing you with work finding services (see ‘Legitimate Interest’ below). This includes, but is not limited to, contacting you about employment vacancies, assessing your suitability for a specific job, updating our database, submitting your details to job opportunities, arranging payments to you, and communicating with you regarding requests, comments and questions. We may also use your personal data to keep you informed of our services, certain events, and any other relevant news.

Occasionally we may be required to utilise your data beyond the purpose of work finding services. For example, investigating, reporting and detecting crime and also to comply with laws/regulations that apply to us (see ‘Disclosure of Your Personal Data’ for more detail).

Legal Basis for Storing Your Personal Information

As part of our business relationship with you, we have legitimate and legal grounds to collect, store and use your personal information:

i) Legitimate interest

Our legal basis first and foremost for storing personal data is our legitimate business interest. As a recruitment agency, Jacob Grey introduce candidates to clients for permanent, temporary and contract employment. Storing and supplying people’s personal data is an essential part of this process.

For us to assist our candidates’ search for employment and our clients’ sourcing of staff, we require a database of client and candidate personal information containing historical information as well as current personal data.

ii) Contract

We will rely on a contract if we are negotiating, or have entered into, a placement of employment agreement with you (or your organisation) or any other contract to provide services to you or receive services from you or your organisation.

iii) Legal

We will rely on legal obligation if we are legally required to hold information on you to fulfil our legal obligations.

iv) Consent

On occasion we will rely on consent for certain uses and sharing of your data. You will be asked for your express consent, if legally required. Examples of when consent may be the lawful basis for processing data include seeking permission to introduce a candidate to a client.

Where we may need to rely on consent to lawfully process your data, Jacob Grey will seek your consent verbally or by email. Where consent is the lawful basis for our processing of your data, you have the right to withdraw your consent to this particular processing at any time.

Disclosure of Your Personal Data

Jacob Grey may share your personal information with 3rd parties in line with our legitimate business interest (detailed above). This will include, but is not limited to, exchanging data between candidate and clients, business partners and service providers who support Jacob Grey in its legitimate interest.

Occasionally Jacob Grey may be obliged to disclose or share your Personal Information to comply with any laws or regulations, to prevent crime, to enforce our terms and conditions/other agreements, or to protect the property, rights, or safety of Jacob Grey Ltd, our clients, associates or others.

Additionally, Jacob Grey may use your information during the course of internal audits to demonstrate our compliance with regulations and standards.

The Company will not process your data with any third party without your prior consent.

Data Retention

Jacob Grey have a legal obligation only to retain personal data for as long as we require for our legitimate business interests or for as long as you are happy for us to store your personal data.

If Jacob Grey have not had contact with you, or where relevant, the company you work for, for a period of 24 months following our last communication, we will erase your personal data from our database, unless the law or other regulations require us to retain it.

Candidates also reserve the right to remove their personal data from our database at any time. If you wish to do so, please contact olly@jacobgrey.co.uk (see below for further details on ‘Your Rights’)

Data Storage and Security

Jacob Grey takes security of your data very seriously. Your data is stored on a password protected internal cloud-based database which is the single point of storage for candidate data.

Please note, the transmission of personal information via the internet is not completely secure. Although Jacob Grey endeavour to protect your personal data, we cannot guarantee the security of your data transmitted to our site. Any transmission is at your own risk.

Your Rights

Subject to any exemptions provided by law, you have the right to request access to your Personal Information at any time. You also have the right to update, delete or correct this information at any time. You can do this by contacting olly@jacobgrey.co.uk

Jacob Grey may on occasion use information that constitutes your Personal Data for direct marketing purposes. Normally, we will inform you if we intend to use your data for such purposes (or if we mean to disclose your personal data to any third party for these purposes). If legally required, Jacob Grey will obtain consent from you prior to using your data for marketing purposes. If you do not wish us to use your personal data for marketing please contact olly@jacobgrey.co.uk. 

Please note, our website may include links to our clients’ websites, advertisers and other organisations. In the instance that you follow a link to any of these websites, these sites will have their own privacy policies which Jacob Grey do not accept any responsibility or liability for.

Please also note, there may be instances where Jacob Grey are required to process your data for legal or official reasons. We will inform you if this is the case. In this instance, we will restrict the data to only what is necessary for the purpose of meeting those specific requirements.

Changes To This Privacy Policy

Jacob Grey may amend this Privacy Policy occasionally in accordance with laws and industry standards, or due to changes within our business. We will detail the changes on this document and encourage you to review our Privacy Policy to remain fully informed.

You retain the right to remove your personal data from our records if you disagree with any changes to this Privacy Policy.

Questions Relating to Our Privacy Policy

If you have any questions about our Privacy Policy please contact us at olly@jacobgrey.co.uk or call Olly Davies, Managing Director, on 07887 788347.